DB/46/2014 DEPARTMENT OF HEALTH, SOCIAL SERVICES AND PUBLIC SAFETY DEPARTMENTAL BOARD Minutes of the meeting held on Friday 15 August 2014 at 11am, in C3.18, Castle Buildings Present: Richard Pengelly Brendan Smyth Sean Holland Michael McBride Michael Little Charlotte McArdle Catriona King Catherine Daly In attendance: Linda Devlin, Peter Toogood, Jo McCauley (for part of the meeting), Joanne Elliott. 1.0 Apologies and opening remarks 1.1 Richard Pengelly welcomed everyone to the meeting. Apologies had been received from Julie Thompson. 2.0 Minutes of Board Meeting – 27 June 2014 (DB/39/2014) 2.1 The minutes of the Departmental Board meeting held on 27 June 2014 were approved for publication on the departmental website. 3.0 Matters Arising 3.1 The secretariat confirmed that any outstanding action points were being taken forward by the relevant Executive Board Member. 1 4.0 Chairman’s report 4.1 Richard Pengelly provided an overview of discussion at PSG including an update from DFP on the 2014/15 and 2015/16 financial position. He advised that a paper on NICS Live had been shared with Executive Board Members and noted that suggestions for the draft programme were welcomed. Richard advised that a request would issue shortly to Executive Board Members asking them to identify strategic agenda items for a forthcoming meeting with Local Government Chief Executives. Action: Executive Board Members 4.2 Jo McCauley provided an update on recent media activity including payroll issues, cancer drugs, CPR Strategy, charging for A&E attendances, the budget position and hospitality costs. 4.3 It was agreed that training should be arranged for Board members in CPR. Action: Jo McCauley 4.4 Linda Devlin provided an update on ministerial business. She noted that the Minister would return from leave on 21 August 2014. The first plenary session post recess is scheduled for 8 September 2014 and the first Health Committee meeting is scheduled for 10 September 2014. 4.5 Jo McCauley left the meeting. 5.0 Finance and Capital Expenditure Update (DB/40/2014) 5 .1 Peter Toogood provided an overview of the scale of the financial challenge in 2014/15 and highlighted the unresolved funding gap. He advised that the Department, HSCB and Trusts were working to identify opportunities for delivering both cash releasing savings and productivity improvements to manage the financial challenges in 2014/15. 2 5.2 Board Members noted with concern the deterioration in Trust projected outturns. Peter reported that Contingency Plans are being developed by Trusts. The Department will receive these plans shortly and they will be circulated to Executive Board Members for comment. 5.3 Peter provided an update on the outcome of June Monitoring and outlined the tight timescale for October Monitoring. 5.4 Peter provided an update on the capital investment position for 2014/15 and highlighted the budget profile and expenditure to date. Richard Pengelly outlined his views on the issue of a budget over-commitment and requested that this be considered for 2015/16. Action: Peter Toogood 5.5 Peter provided an overview of the Capital Priorities Exercise and the Primary Care Implementation Programme. In relation to Asset Management, Brendan Smyth highlighted potential implications arising from a recent DFP decision to withdraw delegated limits relating to the extension of existing lease agreements or the take up of new lease agreements. 5.6 Peter provided an update on the year end accounts process and advised that an Excess Vote had been incurred by the Department due to an overspend in one ring-fenced area. The Department is taking all necessary steps to ensure that there is no recurrence of this issue. 5.7 Peter provided an update on the overall prompt payment performance in the Department and HSC. He noted the decline in overall Trust performance and advised that this has been largely attributed to issues with the new systems. A backlog team has been established to address delays. In relation to the departmental position, Peter outlined the steps being taken to ensure prompt payment of invoices. 5.8 Board members noted the financial and capital update. 3 6.0 Performance Against Targets (DB/41/2014) 6.1 Catherine Daly provided an update on performance against targets and standards set out in the Commissioning Plan Direction 2014/15 as at the end of June 2014. 6.2 Catherine provided an overview of performance on cancer waiting times. In relation to the 14 day breast cancer indicator, Catherine outlined action being taken by the HSCB and Trusts to address performance issues. 6.3 Catherine provided an overview of performance against unscheduled care, elective care and diagnostic waiting time targets and the action being taken by the HSCB and Trusts to address ongoing issues. Catherine agreed to provide clarification on the cardiology diagnostic test referenced in the paper. Action: Catherine Daly 6.4 Board members noted the complex discharge figures with concern, recognising the impact on overall patient flows. 6.5 Michael McBride and Charlotte McArdle provided an update on the work of the Unscheduled Care Task Group and its various workstreams. One of the key aims of the Task Group is the elimination of avoidable 12 hour breaches. 6.6 Moving forward to 2015/16, Board members noted the need to align performance with resources and to focus on prioritising targets accordingly. They also recognised the need to streamline the existing performance management system with a focus on quality, sustainable systems and patient experience rather than just numbers. 6.7 Board members noted the update. 7.0 Departmental Audit & Risk Assurance Committee (DARAC) Quarterly Report (DB/42/2014) 4 7.1 Catriona King presented the DARAC quarterly report. Board members noted an update on the review of the Annual Accounts and Superannuation Scheme Resource Accounts and associated Governance Statements. They also noted an update on the Reports to Those Charged with Governance (RTTCWG) for both sets of accounts. 7.2 Catriona provided an update on ALB governance issues considered by DARAC at its last meeting. She provided an overview of the most recent Departmental Business Plan and Risk Register update. 7.3 Richard Pengelly advised that he would be fundamentally reviewing the Business Plan process going forward with a view to making it more strategic and significantly reducing the number of milestones. He would also be expecting to see a considered approach to risk appetite. 7.4 Board members noted the update. 8.0 Departmental Audit & Risk Assurance Committee (DARAC) Annual Report (DB/43/2014) 8.1 Board members noted the Departmental Audit & Risk Assurance Committee (DARAC) Annual Report. 9.0 Report on Progress against 2011-2015 PfG Commitments (DB/44/2014) 9.1 Linda Devlin provided an update on the progress made against the DHSSPS led 2011-15 PfG commitments as at Q1 2014-15. She advised that four commitments were rated Green (fully on track for delivery) and two were rated Green/Amber (broadly on track for delivery with easily redeemable deviations). 5 9.2 Linda advised that officials had been asked to identify the impact of the outcome of June Monitoring on the achievement of PfG Commitments. In relation to Commitment 61 (improving safeguarding outcomes) Sean Holland noted that issues with the Mental Capacity legislation could have an impact on the achievement of the PfG commitment. 9.3 Board members noted that copies of PfG Delivery Plans will continue to be forwarded to the Health Committee on a quarterly basis. 9.4 Board members noted the update. 10.0 Cleared Written Procedure Papers 10.1 The Health and Safety - Annual Report 2013/14 and Work Programme 2014/15 (DB/03/2014(WP)) has been cleared since the last meeting. 10.2 An Update on DHSSPS primary legislation for quarter ending 30th June 2014 (DB/04/2014(WP)) was circulated for noting. 11.0 Business For Next Meeting (DB/45/2014) 11.1 The next meeting will be held on 19th September 2014 at 11am. Scheduled papers are:  Finance & Capital Expenditure Update – J Thompson  Performance against Targets – C Daly  Departmental HR Trends Dashboard – J Thompson  Quarterly Capital Report – B Smyth  HSC HR Issues (incl public appointments) – C Daly  Outcome of ALB mid-year accountability review meetings 2013/14 – J Thompson (TBC) 6